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EndNote X: Beyond the Basics

NOTICE: This tutorial will be retired on June 1, 2013. Please see our EndNote X5 tutorial.

Troubleshooting Tips

EndNote Online Technical Support page

This page is at It includes

The EndNote User Manual

EndNote X does not come with a printed manual, but when you install the program, a PDF manual is installed in the EndNote program folder.

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Working with Journal Titles and Abbreviations

Some publishers require citations to include the entire titles of journals, while others require abbreviations. To address this issue, EndNote uses term lists. The EndNote default is to use whatever form of the journal name you have in the records in your library. The term list provides an alternative to this default.

Important: If you have multiple EndNote libraries and you use term lists, you need a separate term list for each library.

To create new journal term lists:

These four steps are described below.

1. Turning off Automatic Updating of Term Lists

By default, term lists are automatically updated. To create a new terms list for your library, disable automatic updating:

2. Deleting items in the existing terms list

3. Importing the term list

Watch the Video

4. Modifying the output style

This step may not be necessary, depending on whether EndNote�s output style conforms with your needs.

Watch the Video

Note: The EndNote website contains new and updated output styles at Once you find it, click the FTP link in the right column and save the file in the same directory as the rest of your output styles.

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Working with Output Styles

The Style Manager is used to make changes in an output style to ensure its conformity with the journal�s instructions to authors.

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Inserting an Image or File into the Image Field

You can insert an image or file into the Image field of any EndNote reference.

Inserting an image:

To insert an image, do the following:

  1. With the reference open, go to the References menu and choose Insert Picture. (Do not copy and paste the image.)
  2. In the dialog box that appears,, locate the graphic file and insert it. EndNote recognizes several graphic file types, including BMP, GIF, JPEG, PNG, and TIFF.
    The graphic appears as a thumbnail in the image field of the reference.
    Note: To edit the image, you can open it by double-clicking on the thumbnail. This will launch the graphics editing program associated with the image.
  3. After inserting a graphic, type Caption text into the Caption field of the reference. This text will identify the image when you insert the image into a Word document.
    Once you have an image in your EndNote reference, Cite While You Write allows you to insert the image and its caption into a word processing document.

Inserting a File:

To insert a file other than an image (such as a Word processing or spreadsheet file), do the following:

  1. With the reference open, go to the References menu and choose Insert Object .
  2. Browse to the file, and click open. The file will be inserted into your reference. An icon for the file appears in the Image field.
  3. To open the file, double-click on its icon in the Image field.

When you insert an image or other file into your Reference, the image is stored in the .DATA folder associated with that EndNote library. The .DATA folder is located in the same folder as the EndNote library file.

Each reference can only have one associated image or file linked to the Image field. If you insert another image or other file, it will replace the file previously associated with the Image field.

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Linking to Websites, PDF documents, and files

EndNote allows you to place links from references in your EndNote library to Websites (using the URL field), PDF documents (from the Link to PDF field) and to most other types of files from most fields.

Linking to Websites from the URL field

To link to a Website,

  1. Launch your browser and go to the website.
  2. Copy the url of (web address)
  3. Paste the url into the URL field of the reference.

Watch the Video

In addition to linking to websites, you can link to other files from the �URL� field in a reference. To do this:

  1. Select a reference in the Library window, or open the reference.
  2. From the References menu, choose URL>Link To URL.
  3. Browse to the file you want to link to the reference, and click Open.
    The URLfield will accept most file types, and will display the full path to the file. The path and filename become hyperlinked. Click to open the file.

Linking to a PDF Document from the "Link to PDF" Field

You can do this either by using the References menu or by dragging and dropping the file.

Linking to a PDF using the References menu:

  1. Select a reference in the Library window, or open the reference.
  2. From the References menu, choose PDF>Link To PDF.
  3. Select a file to link to the reference.

    You can either copy the pdf file to your EndNote library (a relative path) or to link to the original file, depending on whether "copy this file to the default PDF folder and create a relative link" is checked.
    1. Select the check box to copy the original PDF file to the DATA\PDF folder that is part of your EndNote library (a good choice if you want to move the library from one computer to another).
    2. Deselect the check box to always have EndNote look in the original folder for the inserted file.
  4. Click Open.
    EndNote will display an icon indicating the type of file inserted. You can insert approximately 45 files into the same Link to PDF field.

Linking to a PDF by Dragging and Dropping

Drag and drop the pdf file onto the reference in either the Library window or the Reference window.

Whether the file is copied to the EndNote library or is linked with an absolute path is determined by the default PDF setting set in Preferences (Edit menu):

Linking to Files from any field

You can link many types of files to any field in an EndNote reference. To do this:

  1. Open the reference.
  2. Type or paste, into any text field, the path and filename you wish to link.

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